HC1028-15-T-0007_RFQ_1449.pdf

SEE ADDENDUM

(No Collect Calls)

HC1028-15-T-0007 13-Feb-2015

b. TELEPHONE NUMBER

618-229-9462

8. OFFER DUE DATE/LOCAL TIME

02:00 PM 16 Mar 2015

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA X ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

HC10289. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

TIMOTHY S. STILL

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.X

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

WOMEN-OWNED SMALL

BUSINESS (WOSB)

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DISA/DITCO-SCOTT-PL83

2300 EAST DRIVE

SCOTT AFB IL 62225-5406

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE 16. ADMINISTERED BY

SEE SCHEDULE

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

SIZE STANDARD:

$15 Mil

NAICS:

811412

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF71

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

HC1028-15-T-0007

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 4 Quarter

(Time)

Preventative Maintenance

FFP

Contractor to perform quarterly scheduled preventative maintenance on the twenty-six (26) heating, ventilation, and air-conditioning (HVAC) units in use in five (5) separate buildings on the Joint Interoperability Test Command (JITC) Indian Head

Compound, MD in accordance with the Performance Work Statement (PWS).

The Contractor is authorized to invoice in arears every three months IAW the period of performance stated in the PWS. These invoices will reflect one 3 months quarter of a year, ending March 31, 2016, in the amount of $______ per quarter.

Period of Performance: April 01, 2015 through March 31, 2016

FOB: Destination

NET AMT

0002 1 Lot Emergency Maintenance

T&M

Not to Exceed $5,000.00 CeilingContractor to provide periodic emergency maintenance on the twenty-six (26) heating, ventilation, and air-conditioning

(HVAC) units in use in five (5) separate buildings on the Joint Interoperability

Test Command (JITC) Indian Head Compound, MD in accordance with the

Performance Work Statement (PWS). This element of the requirement will be on a time and materials basis. Emergency maintenance (i.e., repair actions) will be billed at an hourly rate plus actual cost of materials (repair components). Since these are un-scheduled malfunctions of the HVAC equipment, no firm estimate exists. A repair estimate will be provided which will state the number of labor hours required to repair the unit and cost of the materials (materials reimbursed at cost) for review/acceptance by the Government. COR must give written approval for use of funds for the labor, parts, and materials associated with this CLIN.

Normal Duty Hours - $______ per hour

After Duty Hours - $_______ per hour

Out of town travel costs for acquistion of parts for Emergency Repair calls will be charged at the following rates:

After Duty Hours - $______ per hour

Parts will be purchased wholesale and sold to JITC at retail (____% overhead plus ______% profit).

Period of Performance: April 01, 2015 thorugh March 31, 2016

TOT ESTIMATED PRICE

CEILING PRICE

0003 1 Lot Unscheduled Maint, Service, & Repairs

FFP

Not to Exceed $15,000.00 Ceiling. Contractor to provide un-scheduled maintenance, service, and repairs to replace obsolete parts and components which are not covered under Preventative Maintenance or Emergency CLINs. All expenditures made under this line item shall be in accordance with the Performance

Work Statement (PWS) and negotiated/funded as each separate requirement is identified. The contractor shall obtain materials at the most advantageous prices available to the Government. The Contractor shall prepare estimates of labor, equipment, hardware/software cost and hours to complete such an installation and submit them for review/acceptance by the Government. The Contracting Officer shall add these requirements to the current year contract by modification of the contract before any repairs begin. Note that excess funds will be deobligated after the end of the POP.

Normal Duty Hours - $________ per hour

Period of Performance: April 01, 2015 through March 31, 2016

0004 1 Each Repairs and Operations Checks

FFP

The contractor will provide all labor, parts, support, updates, and administration to

Inspect and Repair all units covered in this PWS to provide fully operational units that will then be maintained under CLINs 0001-0003. Repairs will be conducted within 30 days of award and must comply with all terms and conditions of this

PWS and contract. All work will be conducted by fully certified Trane repair personnel

1001 4 Quarter

OPTION Preventative Maintenance

Contractor to perform quarterly scheduled preventative maintenance on the twenty-six (26) heating, ventilation, and air-conditioning (HVAC) units in use in five (5) quarter of a year, ending March 31, 2017, in the amount of $______ per quarter.

Period of Performance: April 01, 2016 through March 31, 2017

1002 1 Lot OPTION Emergency Maintenance

T&M

Not to Exceed $5,000.00 Ceiling. Contractor to provide periodic emergency maintenance on the twenty-six (26) heating, ventilation, and air-conditioning

(HVAC) units in use in five (5) separate buildings on the Joint Interoperability

Test Command (JITC) Indian Head Compound, MD in accordance with the

Performance Work Statement (PWS). This element of the requirement will be on a time and materials basis. Emergency maintenance (i.e., repair actions) will be billed at an hourly rate plus actual cost of materials (repair components). Since these are un-scheduled malfunctions of the HVAC equipment, no firm estimate exists. A repair estimate will be provided which will state the number of labor hours required to repair the unit and cost of the materials (materials reimbursed at

1003 1 Lot OPTION Unscheduled Maint, Service, & Repairs

FFP

Not to Exceed $15,000.00 Ceiling. Contractor to provide un-scheduled maintenance, service, and repairs to replace obsolete parts and components which are not covered under Preventative Maintenance or Emergency CLINs. All expenditures made under this line item shall be in accordance with the Performance

Work Statement (PWS) and negotiated/funded as each separate requirement is identified. The contractor shall obtain materials at the most advantageous prices available to the Government. The Contractor shall prepare estimates of labor, equipment, hardware/software cost and hours to complete such an installation and submit them for review/acceptance by the Government. The Contracting Officer shall add these requirements to the current year contract by modification of the

2001 4 Quarter

OPTION Preventative Maintenance

Contractor to perform quarterly scheduled preventative maintenance on the twenty-six (26) heating, ventilation, and air-conditioning (HVAC) units in use in five (5) quarter of a year, ending March 31, 2018, in the amount of $______ per quarter.

Period of Performance: April 01, 2017 through March 31, 2018

2002 1 Lot OPTION Emergency Maintenance

T&M

Not to Exceed $5,000.00 Ceiling. Contractor to provide periodic emergency maintenance on the twenty-six (26) heating, ventilation, and air-conditioning

(HVAC) units in use in five (5) separate buildings on the Joint Interoperability

Test Command (JITC) Indian Head Compound, MD in accordance with the

Performance Work Statement (PWS). This element of the requirement will be on a time and materials basis. Emergency maintenance (i.e., repair actions) will be billed at an hourly rate plus actual cost of materials (repair components). Since these are un-scheduled malfunctions of the HVAC equipment, no firm estimate exists. A repair estimate will be provided which will state the number of labor hours required to repair the unit and cost of the materials (materials reimbursed at

2003 1 Lot OPTION Unscheduled Maint, Service, & Repairs

FFP

Not to Exceed $15,000.00 Ceiling. Contractor to provide un-scheduled maintenance, service, and repairs to replace obsolete parts and components which are not covered under Preventative Maintenance or Emergency CLINs. All expenditures made under this line item shall be in accordance with the Performance

Work Statement (PWS) and negotiated/funded as each separate requirement is identified. The contractor shall obtain materials at the most advantageous prices available to the Government. The Contractor shall prepare estimates of labor, equipment, hardware/software cost and hours to complete such an installation and submit them for review/acceptance by the Government. The Contracting Officer shall add these requirements to the current year contract by modification of the

REQUEST FOR QUOTE

1. This request for quotation (RFQ) is to support the Joint Interoperability’s’ requirement for

Heating and Air Conditioning Maintenance support and repairs.

The specifics are as follows:

Tracking Number HC1028-15-T-0007

Task/Delivery Order Title IH HVAC Maintenance

Small Business Set Aside Yes

North American Industry

Classification System

(NAICS) Code

811412 - Appliance Repair and Maintenance

Order Type Firm Fixed Price (FFP)

Period of Performance Period of Performance:

Base Year: April 01, 2015 through March 31, 2016

Option Year One: April 01, 2016 through March 31, 2017

Option Year Two: April 01, 2017 through March 31, 2018

Preventative Maintenance required within 30 days after contract award.

Incumbent Contractor No

Full Time Equivalents

(FTEs) on Incumbent

Contract

N/A

Section 508 Applicable No

Method of Evaluation Lowest Price Technically Acceptable (LPTA)

Performance Based Yes

DD254 Required No

Quotation Due Date March 16, 2015 at 1400 CST

2. Contractors are requested to submit a written technical and price quotation in response to the incorporated Performance Work Statement (PWS). Further information on submission of technical and price quotations is provided throughout this document.

IAW with DISA Acquisition Regulation Supplement (DARS) 52.209-9000, each contractor shall specifically identify in its quotation, whether or not any potential or actual Organizational and Consultant Conflicts of Interest (OCCI) as described in Federal Acquisition Regulation

(FAR) Subpart 9.5 exists for this procurement. If the contractor believes that no OCCI exists, the

OCCI response shall set forth sufficient details to support such a position. If a contractor believes that an actual or perceived OCCI does exist on this procurement, the contractor shall submit an OCCI plan with the quotation, explaining in detail how the OCCI will be mitigated and/or avoided.

3. Evaluation Factors and Basis for Award Determination:

a. Award will be made to the contractor whose quotation is determined to represent the overall best value to the Government using an LPTA evaluation process. Quotations will be evaluated with regard to how they respond to the requirements of the PWS, and on price submissions. The technical portion of the quotation should include all information the contractor wants the Government to consider and evaluate regarding its company’s ability to perform all required tasks and conform to all required terms and conditions. In order to be eligible for award, the contractor’s quotation must sufficiently address all aspects of the PWS. With regard to the best value analysis for the award decision, the below evaluation factors and subfactors will be used in the determination of technical acceptability. Section 508 Accessibility Standards do not apply to this requirement.

b. After receipt of quotations, the Government will first evaluate the lowest price quotation. If the lowest price quotation is determined to be technically acceptable and otherwise properly awardable, no further evaluations will be conducted, and award will be made. If, however, the lowest price quotation is determined to be technically unacceptable and/or otherwise not properly awardable, further evaluations will be conducted.

c. The standards for determining technical acceptability are below, as well as information concerning price quotations. Page limitations are identified below under each evaluation factor and will be treated as maximums. If exceeded, excess pages will not be read or considered in evaluation of the quotation. The following items will not be considered when calculating page limits: cover page, table of contents, glossary, executive summary, generic resumes, past performances, OCCI mitigation plans, and Section 508 compliance. In the event any evaluation notices are issued, page limitations may also be placed on those. The technical portion of the quotation is to be submitted as a Microsoft

(MS) Word 2007 or PDF document. The page format shall have a 1 inch margin using no smaller than an 11 point Ariel, Times New Roman, or Courier New font for all text to include any text contained in a table. The price quotation spreadsheet shall be a separate document from the technical quotation and shall be submitted in MSExcel 2007 format.

All formulas shall remain present in the spreadsheet for verification. The file size of each document shall not exceed 2MB. Page limitations shall not be circumvented by including inserted text boxes/pop-ups or internet links to additional information; such inclusions are not acceptable and will not be considered part of a quotation. The Government reserves the right not to consider for award any quotation that does not adhere to the administrative requirements of this RFQ.

(1) Technical/Management Approach Factor: The Technical/Management Subfactors will be evaluated and rated either Acceptable or Unacceptable. In order for a quotation to be rated overall Technically Acceptable, each of the following subfactors must be rated Acceptable.

Technical/ management quotations should not exceed 20 pages.

(a) Subfactor 1: Scheduled Preventative Maintenance, PWS Paragraphs 6.1 through

6.1.1 In order for this subfactor to be rated Acceptable the contractor must supply a schedule of completion and quotation that demonstrates an understanding of the equipment on site.

(b) Subfactor 2: Emergency Maintenance Service, PWS Paragraphs 6.1.2 through

6.1.2.1. In order for this subfactor to be rated Acceptable the contractor must demonstrate an understanding of the time constraints and ability to provide for emergency level maintenance as described in the PWS.

(c) Subfactor 3: Unscheduled Maintenance, PWS Paragraphs 6.1.3 through 6.1.3.1. In order for this subfactor to be rated Acceptable the contractor must demonstrate the ability to provide for onsite unscheduled repairs and provide information IAW the

PWS.

(d) Subfactor 4: Repairs, PAW Paragraphs 6.1.4. In order for this subfactor to be rated

Acceptable the contractor must demonstrate an understanding of the equipment and submit a quote that will provide for repairs to fully repair the non-functional units on site. These quotes will be reviewed for labor-hour mix and categories, and quoted equipment/materials the meet the technical level to repair the non-functional units.

(2) Price Factor:

(a) Price quotations will be evaluated to determine if they are reasonable and complete.

The Government reserves the right, but is not obligated, to review prices to determine whether they are so low that they reflect a lack of technical understanding, and to reject a quotation for offering unrealistically low prices. The contractor shall submit pricing for the base period and all option periods, including option pricing for an additional 6-month period that may be authorized

IAW FAR 52.217-8. See FAR 52.217-8 which authorizes the Government to require continued performance of any services within the limits and at the rates specified in the contract. The pricing quotation should include a separate line item for the additional 6-month period IAW FAR

52.217-8. These prices shall be identical to the quoted pricing in the 6 months prior to expiration of the base period, or the final option period, if option periods are present. The total evaluated price will consist of the contractor’s quoted price for the base period, all option periods, and the option pricing for the additional 6-month period.

(b) Contractors should ensure price quotations include detailed information regarding the resources required to accomplish the task (e.g., labor categories, labor hours, number of employees for each labor category, rates, travel, incidental equipment, contract access fees, etc.).

Again, the price quotation spreadsheet shall be a separate document from the technical/management quotation. The Government is requesting any and all discounts that are applicable to obtain these supplies/services, as described in the PWS.

4. Contractors shall propose a fixed price payment plan commensurate with the value of the deliverables and/or significant milestones in the PWS for this requirement. A FFP payment plan with the total dollar amount divided into 12 equal monthly payments will not be accepted unless the contractor provides justification for this plan that the Government subsequently deems adequate. The eventual awardee will be authorized to invoice monthly for all approved travel costs incurred and approved by the contracting officer representative (COR).

5. The Government intends to evaluate quotations and award a contract without exchanges with contractors. However, the Government reserves the right to conduct exchanges or seek clarifications if the contracting officer (KO) determines they are necessary. The Government further reserves the right to reduce the number of quotations being competitively considered to the greatest number that will permit efficient competition among the most highly rated quotations. If a contractor’s quotation is removed from further consideration for award, written notice of the removal will be provided to the contractor. In the event issues pertaining to a proposed task cannot be resolved to the KO's satisfaction, the Government reserves the right to withdraw and cancel the proposed order. In such event, contractors will be notified in writing.

6. The resultant contract will be subject to Wide Area Workflow for payment provisions.

Therefore, Defense Federal Acquisition Regulation Supplement (DFARS) Part 252.232-7003, Electronic Submission of Payment Requests and DFARS Part 252.232-7006, Wide Area

WorkFlow Payment Instructions, will be incorporated at award. Additionally, the following clauses will be applicable to the resultant order.

FAR Part 52.217-8, Option to Extend Services (14 days)

FAR Part 52.217-9, Option to Extend the Term of the Contract (14 days) Total duration of the contract when all options are exercised is: 36 months

DARS 52.204-9000, Points of Contact

DARS 52.204-9001, Contract/Order Closeout—Fixed-Price, Time-and-Materials, or Labor-

Hours

DARS 52.209-9000, Organizational and Consultant Conflicts of Interest (OCCI)

DARS 52.237-9001 Enterprise-wide Contractor Manpower Reporting Application (eCMRA)

Reporting

DARS 52.239.9001 Data Information Assurance Protection

Clauses can be viewed on http://farsite.hill.af.mil.

7. In response to this RFQ, no terms, conditions, or assumptions will be entertained. If terms, conditions, or assumptions are included in a quotation, the quotation may be excluded on grounds that it failed to comply with the RFQ’s instructions.

http://farsite.hill.af.mil/

8. All quotations received in response to this RFQ shall remain valid for 90 calendar days from the date of receipt of quotations. Further, should the contractor be awarded this contract, the contractor will furnish the items and/or services identified in its quotation at the price quoted to the designated point(s) within the time specified in the schedule.

9. Site visit will be held on Thursday, February 26, 2015. All visitor access information and security protocol must be followed IAW the PWS and the attached “BASE ACCESS PASS

REGISTRATION”. All form must be submitted 5 business days prior to the event.

10. Questions should be addressed to timothy.s.still.civ@mail.mil. The phone number is 618-

229-9462. Please provide any questions, in writing, no later than March 10, 2015 at 2:00pm

(CT). The Government reserves the right to not answer questions submitted after this time.

11. Quotations are due on March 16, 2015 at 2:00pm (CT) and should be submitted to the contract specialist at DITCO via the following email address: timothy.s.still.civ@mail.mil.

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT (PWS)

As of January 28, 2015

Contract Number: (completed by the KO at time of contract or TO award)

1. Contracting Officer Representative (COR).

a. Primary COR.

Name: To be Announced (TBA)

Organization: Joint Interoperability Test Command (JITC)

Department of Defense Activity

Address Code (DODAAC):

H98287

Address:

Phone Number:

Fax Number:

E-Mail Address:

b. Alternate COR.

Name: TBA

Organization:

DODAAC: H98287

Address:

Phone Number:

2. Contract or Task Order Title: Heating, Ventilation, and Air Condition (HVAC) Services Contract, JITC

Indian Head Compound mailto:timothy.s.still.civ@mail.mil

3. Background: JITC is seeking an HVAC maintenance service contract with one base year and two one year option years which includes a Firm Fixed Price (FFP) Contract Line Item Number (CLIN) for Preventative

Maintenance and a Time & Materials CLIN for Emergency Services (24x7x365); and a Not to Exceed (NTE) FFP

CLIN for Unscheduled Maintenance, Services, and Repairs, and a FFP CLIN for Repairs and Operations Checks.

JITC currently has twenty-six (26) HVAC Units in use in five (5) separate buildings. It is vital that these units be properly maintained to ensure the command’s essential communications and testing equipment are protected from damages due to overheating. The preventive maintenance checks, services (filter replacement, cleaning, lubrication, etc.), and minor repairs greater reduce the incidents of costly repairs or replacement actions to the units; increase efficiency, which results in an overall cost savings to the Command.

4. Objectives: The objective is to ensure JITC’s HVAC units continue to function properly and efficiently.

5. Scope: There are currently 26 HVAC systems in operation on government buildings on the JITC compound (see

Table 1 for a complete inventory). JITC requires a service contract for providing Scheduled Preventative

Maintenance; Emergency Maintenance Services; Unscheduled Maintenance, Service, and Repairs and Repairs and

Operations Checks on all of these systems.

6. Performance Requirements: Perform Scheduled Preventative Maintenance; Emergency Maintenance Services;

Unscheduled Maintenance, Service, and Repairs and Repairs and Operations Checks in accordance with this PWS.

All Contractors that will service and repair the JITC HVAC equipment must be qualified and competent to work on each of the HVAC units listed on the inventory sheet. This includes Trane, SATS, Liebert, Payne, Mitsubishi, Compuaire, and others.

6.1. The contractor is required to provide all materials, transport, and services necessary to complete the tasks outlined unless otherwise specified.

6.1.1 Task 1: Scheduled Preventative Maintenance. The contractor will perform the services listed below during normal duty hours - every 90 days with the first preventative maintenance service carried out within 30 days of contract award. Scheduled maintenance periods will be no less than 80 days and no more than 100 days apart. Each scheduled service will include but is not limited to the following:

a. Contractor must follow Occupational Safety and Health Agency (OSHA) rules regarding rooftop work.

b. Measure suction and discharge refrigerant pressure using low or no loss hose adapters.

c. Replace all belts during the first preventative maintenance of the contract period and check/adjust/replace belts during each service as needed. The contractor is required to provide all necessary materials.

d. Change all filters and date them as they are installed. Contractor must use pleated high-efficiency filters, and HEPA filters were applicable. The HEPA filters will be changed once annually. The contractor is required to provide all necessary materials.

e. Inspect unit for proper refrigerant level and adjust if necessary

f. Clean dirt, leaves and debris from inside cabinet

g. Inspect condensation pan for restricted drain openings—remove obstructions as necessary

h. Inspect coil and cabinet—clean as needed, or no less than once annually.

i. Inspect fan motor and fan blades for wear and damage

j. Motors in air handlers and outdoor units will be oiled per factory specifications. The contractor is required to provide all necessary materials.

k. Inspect control box, associated controls/accessories, wiring and connections. Controls may include contactors, relays, circuit boards, capacitors, sump heat and other accessories. All control box and electrical parts should be checked for wear or damage.

l. Monitor system starting characteristics and capabilities

m. Check vent system for proper operation

n. Monitor system for correct line and load volts/amps

o. Inspect each VAV located in bldg. 900(total of 65), no less than once annually. Inspect each control valve and solenoid for leaks and sticking stems, and proper function. Also inspect each actuator to ensure proper function.

p. Inspect and treat the hot water/glycol system at the mechanical room access point. Adjust the

Water/Glycol levels as necessary.

q. The contractor will provide the COR/ACOR with a signed systems operation inspection sheet for each unit serviced by Building Number and Serial Number within ten (10) working days following completion of each inspection period.

r. The contractor will provide the COR/ACOR a signed inspection sheet for any recommended repairs or replacement by building number, physical location and unit serial number. The COR/ACOR will identify if the repairs are required and if they are for Emergency Maintenance Service or Unscheduled

Maintenance Service.

s. The contractor will provide necessary support, programming, trouble-shooting, and updates to maintain proper function of the Tracer Summit Software system (currently version 17.00.0103 Service pack 9).

This system communicates through a standalone computer and monitors the Trane Air Conditioning units (RTU 1 and 2), as well as the hot water/steam exchanger, water circulator pumps, and VAVs that provide the comfort air for Building 900.

t. The Contractor MUST electronically access each system that utilizes computer interface software and print the embedded events and or history logs from the various systems employing the manufacturer’s proprietary software programming. Contractor must be able to provide proof that they have the necessary licenses, permissions, or other agreement(s) to permit them to employ proprietary computer interface elements with each of the HVAC systems.

6.1.2 Task 2: Emergency Maintenance Service (24x7x365). The contract will be awarded with a ffp hourly rate for work done during normal business hours, after hours and weekends/holidays. The contractor will provide cost of service delivery in response to system malfunction. This requirement is 24 hours per day 7 days a week (24/7). The cost shall be expressed as an hourly rate for services. See paragraph 9 for normal and non-duty hours. The contractor must submit a written cost estimate for all required repairs to include labor (at ffp rate only) and materials to the COR/ACOR during the emergency visit. If that is not possible due to cost research, the written estimate should to be provided within one (1) business day. The Contractor shall invoice for the required repair components per the contract agreed to price formulation after the repair completion. The Emergency Maintenance task shall be a

Time & Materials Contract Line Item.

6.1.2.1 Emergency Maintenance Service (24x7x365). Emergency Maintenance Service is performed as required. In response to an emergency, the contractor shall provide Emergency Maintenance in accordance with the following.

Emergency Maintenance shall include all troubleshooting and repairs. Emergency Maintenance shall be available to the Government 24 hours per day, 7 days per week, with a 4-hour response time by Contractor personnel (report to site or as directed by COR/ACOR). The contractor coordinates with the COR/ACOR upon notification of unit malfunction to establish when the repair will be accomplished. This enables JITC to provide the required escorts for service personnel and to initiate documentation for payment of services. Due to JITC’s mission, many of these units support labs with heat-sensitive systems under test. Quick response time to system outages is critical. The contractor shall respond (on-site) within four hours to any reported system outage.

6.1.2.2 The contractor shall keep the COR/ACOR informed of the status of all systems which are under repair and provide a close out report when the repair is completed.

6.1.2.3 The Contractor MUST electronically access each system utilizing computer interface software and print the embedded events and or history logs from the various systems employing the manufacturer’s proprietary software programming. Contractor must be able to provide proof that they have the necessary licenses, permissions, or other agreement(s) to permit them to employ proprietary computer interface elements with each of the HVAC systems.

6.1.3 Task 3: Unscheduled Maintenance, Service, and Repairs. The contract will be awarded with ffp hourly labor rates for work to be performed during normal business hours. All “within scope” HVAC maintenance (i.e. repair and/or replacement of existing HVAC units that do not require a 4 hour response time) not covered by scheduled preventative maintenance or emergency service CLINs are required to be added by contract modification as each separate requirement is identified and before work begins. A proposal will be requested from the Contractor and shall include all labor, equipment, hardware/software cost and hours to complete repairs and submit them for review/acceptance by the Government.

6.1.3.1 The contractor shall keep the COR/ACOR informed of the status of all systems which are under repair and provide a close out report when the repair is completed.

6.1.3.2 The contractor will provide necessary support, programming, trouble-shooting, and updates to maintain proper function of the Tracer Summit Software system (currently version 17.00.0103 Service pack 9). This system communicates through a standalone computer and monitors the Trane Air Conditioning units (RTU 1 and 2), as well as the hot water/steam exchanger, water circulator pumps, and VAVs that provide the comfort air for Building 900.

This requirement involves repair and replacement of all components, software, and hardware as needed. This system is not under any warranty or tech support contract, and will be the sole responsibility of the contractor.

6.1.3.3 The Contractor MUST electronically access each system that utilizes computer interface software and print the embedded events and or history logs from the various systems employing the manufacturer’s proprietary software programming. Contractor must be able to provide proof that they have the necessary licenses, permissions, or other agreement(s) to permit them to employ proprietary computer interface elements with each of the HVAC systems.

6.1.4 Task 4: Repairs and Operations Checks. The contractor will provide all labor, parts, support, updates, and administration to Inspect and Repair all units covered in this PWS to provide fully operational units that will then be maintained under CLINs 0001-0003. Repairs will be conducted within 30 days of award and must comply with all terms and conditions of this PWS and contract.

6.2. Responsibilities:

6.2.1 The contractor shall transport service personnel, tools, and parts to and around the compound.

6.2.2 JITC provides site plans and location of existing HVAC system locations.

6.2.3 JITC will notify the contractor when HVAC units are added to the inventory.

6.4 Schedule:

6.4.1 Scheduled Preventative Maintenance: The contractor coordinates with the COR/ACOR to establish a fixed schedule (i.e., exact times and dates) for these services.

6.4.2 Emergency Maintenance Service (24x7x365) and Unscheduled Maintenance, Service, and Repairs: The contractor shall coordinate with the COR/ACOR upon notification of a unit malfunction to establish when the repair will be accomplished. This enables JITC to provide the required escorts for service personnel.

6.4.3 Unscheduled Maintenance, Service, and Repairs: The contractor coordinates with the COR/ACOR to establish a fixed schedule (i.e., exact times and dates) for these services. All “within scope” maintenance not covered by scheduled preventative maintenance or emergency service CLINs are required to be added by contract modification as each separate requirement is identified before work begins.

6.4.4 Repairs and Operations Checks: Repairs will be completed and all on site units will be operational within 30 days after date of award.

7. Performance Standards:

Performance Standard Acceptable Quality Level (AQL) Method of Surveillance

Task 1. Perform Scheduled

Preventative Maintenance.

Performance occurs with no required re-performance or re-works at least 95% of the time.

Problems that occur and are minor are re-solved in a satisfactory manner.

Routine inspection of deliverable products and services.

Task 2. Perform Emergency

Maintenance (24x7x365)

Performance occurs with no required re-performance or re-works at least 95% of the time.

Problems that occur and are minor are re-solved in a satisfactory manner.

Routine inspection of deliverable products and services.

Task 2. Emergency

Maintenance Response Time

Respond to (on-site) unscheduled

Maintenance within 4 hours 95% of the time.

Routine inspection of deliverable products and services

Task 3. Unscheduled

Maintenance, Service, and

Repairs

Performance occurs with no required re-performance or re-works at least 95% of the time.

Problems that occur and are minor and are resolved in a satisfactory manner.

Routine inspection of deliverable products and services

Task 4. Repairs and Operations

Checks

Performance occurs with no required re-performance or re-works at least 95% of the time.

Problems that occur and are minor and are resolved in a satisfactory manner

100% inspection by site personnel.

The HVAC industry standards for services and repairs to the units; and the National Electrical Code/National Fire

Protection Association Part 70 for all matters concerning the electrical connectivity will be utilized to determine if standards have been meet or complied with.

8. Incentives: Failure to meet normal industry standards may result in a reduction in the contract and the requirement to redo the work to meet established normal professional industry standards. Repeated problems could result in cancellation of the contract. Meeting or exceeding normal professional industry standards will be the primary consideration in determining if the options are exercised.

9. Place of Performance: Work is performed on-site at the following government installation: JITC compound, 3341 Strauss Ave, Indian Head, Maryland 20640.

10. Period of Performance: The period of performance is:

Base Year: April 01, 2015 thorugh March 31, 2016

Option Year One: April 01, 2016 thorugh March 31, 2017

Option Year Two: April 01, 2017 thorugh March 31, 2018

The contractor has 30 days after the date of award to prepare and provide preventative maintenance, repairs and operational checks.

11. Delivery Schedule: The deliverables under this PWS are the services as defined in paragraphs 6 and 7 above.

All deliverables must meet normal professional standards, manufacturers’ specifications, and the requirements set forth in this PWS. Only the COR and the ACOR have the authority to accept deliverables. The COR/ACOR inspects deliverables. If not acceptable IAW the PWS, recommended changes will be sent to the project manager.

11.1 Scheduled Preventative Maintenance: As stated in paragraph 6.1.1 Contractor coordinates with the

COR/ACOR to establish a fixed schedule (i.e., exact times and dates) for these services.

11.2 Emergency Maintenance Service (24x7x365): As stated in paragraph 6.1.2 the contractor coordinates with the COR/ACOR upon notification of unit malfunction to establish when the repair will be accomplished. This enables JITC to provide the required escorts for service personnel and to initiate documentation for payment of services. Emergency Maintenance Service is performed as required. Due to JITC’s mission, many of these units support labs with heat-sensitive systems under test. Quick response time to system outages is critical. The contractor shall respond (on-site) within four hours to any reported system outage. The contractor shall keep the

COR/ACOR informed of the status of all systems which are under repair and provide a close out report when the repair is completed.

11.1 Unscheduled Maintenance, Service, and Repairs: As stated in paragraph 6.1.3 Contractor coordinates with the COR/ACOR to establish a fixed schedule (i.e., exact times and dates) for these services.

PWS

Task#

Deliverable Title Format Due Date Distribution/Copies Frequency and

Remarks

Task 1 Preventative

Maintenance

Perform preventative maintenance

Every 90 days

(4 times per contract period)

COR/ACOR 1 Copy Every 90 days

Task 1 Preventative

Maintenance

Inspection

Sheet/report

Summary Format Ten (10) Days after service is completed

COR/ACOR 1 Copy Every 90 days

Task 2 Emergency

Maintenance

Service

(24x7x365)

Perform emergency maintenance and repairs as required

Intermittent COR/ACOR 1 Copy Each occurrence

Task 3 Unscheduled

Maintenance, Service, and

Repairs

Prepare/submit quote

Intermittent Contracting Officer

1 Copy

COR/ACOR 1 Copy

Each occurrence prior to Task 3 work beginning

Task 3 Unscheduled

Maintenance, Service, and

Repairs

Perform unscheduled maintenance, service, and repairs as required

Intermittent COR/ACOR 1 Copy Each occurrence

Task 3 Unscheduled

Maintenance, Service, and

Repairs

Summary Format Ten (10) Days after service is completed

COR/ACOR 1 Copy Each occurrence

Task 4 Repairs and

Operations

Checks

Preform repairs Thirty days after date of award

COR/ACOR 1 Copy Each

Occurrence

Task 4 Repairs and

Operations

Checks

Summary Format Ten (10) Days after service is completed

COR/ACOR 1 Copy Each occurrence

All deliverables must meet professional standards and the requirements set forth in this PWS. Only the COR/ACOR has the authority to accept deliverables. The COR/ACOR inspects deliverables. If not acceptable IAW the PWS, recommended changes will be sent to the project manager.

12. Place of Performance, Security, Access and Visitor Badges:

12.1 Place of Performance: Work is performed on-site at the following government installation: JITC compound, 3341 Strauss Ave, Indian Head, Maryland 20640. All work is conducted on a secure installation and un-cleared personnel must be escorted at all time. Additionally, the contractor may be required to account for the whereabouts of their personnel should this information be requested by the COR/ACOR.

12.1.1 Normal Duty Hours: JITC duty hours are Monday through Friday, 7:00 AM to 3:30 PM EST.

Coordination with the COR/JITC IH Facilities Manager is required for escort.

12.1.2 Non-Duty Hours, and Holidays: JITC Non-duty hours are Monday through Friday, 3:30 PM through

7:00AM; weekends from 3:30PM Friday through 7:00 AM Monday; and all Federal Holidays. The JITC IH

Facilities Office (301-743-4182 and/or 301-743-4172) or the COR/ACOR will notify the contractor of any unscheduled service requirements and provide access to the compound and escort personnel during non-duty hours.

12.2 Security Clearances: No security clearances are required for this task. However, all personnel performing work on site must be a U.S. citizen and comply with all security access conditions listed below in section 12.3.

12.3 Access: All contractors must complete a Form NSASP 5512-17P (04-11), NSA South Potomac Personal

Information for Access Vetting. This form takes approximate five (5) business days to process prior to entrance on the base. This form may be requested via email to Matthew.a.bolster.ctr@mail.mil and returned to her for processing via email.

12.3.1 Vehicles may enter Naval Support Facility Base. Have two forms of identification (at least one must be a picture ID, such as a driver's license, passport, or other government issued identification) ready for each person in the vehicle. All persons in the vehicle must have a valid photo ID to be granted entry to the post. Note: All vehicles and/or persons entering a military installation are subject to a search.

12.3.2 Proceed to the Visitor Center, located on the right side of the road before the security check point, to obtain a temporary visitor registration. You will need your vehicle registration, proof of insurance, and a valid driver’s license with photo to obtain the temporary visitor pass. When asked your destination, answer: JITC; Building 900, 3341 Strauss Ave.

12.3.3 Proceed to JITC Building 900, receiving dock for materials delivery or to the main parking lot for visitors.

Please call the Security Desk, (301) 743-4101 to let them know you are in-bound. This will allow us to have an escort for you on arrival.

12.3.4 Contact the Technical POC, (301) 743-4163 or 420-427-7959, for driving directions, if required.

mailto:Alaneshia.r.davis.ctr@mail.mil

12.3.5 Visitors Badges: All personnel working on the JITC compound are required to wear JITC temporary security badges. Service personnel should coordinate with the technical coordinator or the JITC Facilities Office to ensure badges are available when they arrive.

13. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). None

14. Other Pertinent Information or Special Considerations.

14.1 Any changes or modifications to this PWS incurring additional costs must be directed to the Contracting Officer and COR/ACOR, approved via formal change orders to the purchase order or contract, and published prior to performing the prescribed work.

14.1.1 Coordination: The contractor will communicate all task-related requests to the COR/ACOR. The contractor’s on-site lead shall notify the COR/ACOR as soon as possible of anything affecting project schedule or cost. The COR/ACOR are available to provide technical input, answer questions, review completed work, and provide feedback.

14.1.2 The JITC compound is part of a federal installation. Contractors must ensure employees working on site for this effort are compensated in accordance with the Department of Labor (DOL) Service Contract Act (SCA).

14.2 Special Considerations.

14.2.1 Identification of Possible Follow-on Work. Not Applicable

14.2.2 Identification of Potential Conflicts of Interest (COI). None.

14.2.3 Identification of Non-Disclosure Requirements. None.

14.2.4 Packaging, Packing and Shipping Instructions: Deliveries of materials will take place between the hours of 7:00AM and 3:30PM, Monday thru Friday excluding government holidays or as determined by the COR/ACOR.

Storage of materials must be coordinated with the COR/ACOR, space is subject to availability.

14.2.5 Inspection and Acceptance Criteria: The completed project will be inspected by the COR/ACOR to ensure all work in the PWS was completed. Certification by the government of satisfactory services provided is contingent upon the contractor performing in accordance with the terms and conditions of this PWS and applicable contracts/purchase orders.

14.2.6 Property Accountability: Not Applicable.

15. Section 508 Accessibility Standards: Not Applicable

INSPECTION AND ACCEPTANCE TERMS

Supplies/services will be inspected/accepted at:

CLIN INSPECT AT INSPECT BY ACCEPT AT ACCEPT BY

0001 N/A N/A N/A Government

0002 N/A N/A N/A Government

0003 N/A N/A N/A Government

0004 N/A N/A N/A Government

1001 N/A N/A N/A Government

1002 N/A N/A N/A Government

1003 N/A N/A N/A Government

2001 N/A N/A N/A Government

2002 N/A N/A N/A Government

2003 N/A N/A N/A Government

DELIVERY INFORMATION

CLIN DELIVERY DATE QUANTITY SHIP TO ADDRESS UIC

0001 N/A N/A N/A N/A

0002 N/A N/A N/A N/A

0003 N/A N/A N/A N/A

0004 N/A N/A N/A N/A

1001 N/A N/A N/A N/A

1002 N/A N/A N/A N/A

1003 N/A N/A N/A N/A

2001 N/A N/A N/A N/A

2002 N/A N/A N/A N/A

2003 N/A N/A N/A N/A

CLAUSES INCORPORATED BY REFERENCE

52.204-7 System for Award Management JUL 2013

52.204-10 Reporting Executive Compensation and First-Tier Subcontract

Awards

JUL 2013

52.204-13 System for Award Management Maintenance JUL 2013

52.209-6 Protecting the Government's Interest When Subcontracting

With Contractors Debarred, Suspended, or Proposed for

Debarment

AUG 2013

52.211-6 Brand Name or Equal AUG 1999

52.212-1 Instructions to Offerors--Commercial Items APR 2014

52.212-4 Contract Terms and Conditions--Commercial Items MAY 2014

52.214-34 Submission Of Offers In The English Language APR 1991

52.214-35 Submission Of Offers In U.S. Currency APR 1991

52.216-31 Time-and-Materials/Labor-Hour Proposal Requirements--

Commercial Item Acquisition

FEB 2007

52.217-4 Evaluation Of Options Exercised At The Time Of Contract

Award

JUN 1988

52.217-5 Evaluation Of Options JUL 1990

52.219-6 Notice Of Total Small Business Set-Aside NOV 2011

52.222-3 Convict Labor JUN 2003

52.222-21 Prohibition Of Segregated Facilities FEB 1999

52.222-37 Employment Reports on Veterans JUL 2014

52.222-50 Combating Trafficking in Persons FEB 2009

52.223-12 Refrigeration Equipment and Air Conditioners MAY 1995

52.223-18 Encouraging Contractor Policies To Ban Text Messaging

While Driving

AUG 2011

52.225-13 Restrictions on Certain Foreign Purchases JUN 2008

52.232-40 Providing Accelerated Payments to Small Business

Subcontractors

DEC 2013

52.233-3 Protest After Award AUG 1996

52.242-15 Stop-Work Order AUG 1989

52.246-4 Inspection Of Services--Fixed Price AUG 1996

52.246-6 Inspection--Time-And-Material And Labor-Hour MAY 2001

52.247-34 F.O.B. Destination NOV 1991

52.249-4 Termination For Convenience Of The Government (Services)

(Short Form)

APR 1984

52.249-14 Excusable Delays APR 1984

52.253-1 Computer Generated Forms JAN 1991

252.201-7000 Contracting Officer's Representative DEC 1991

252.203-7000 Requirements Relating to Compensation of Former DoD

Officials

SEP 2011

252.203-7002 Requirement to Inform Employees of Whistleblower Rights SEP 2013

252.204-7000 Disclosure Of Information AUG 2013

252.204-7003 Control Of Government Personnel Work Product APR 1992

252.225-7001 Buy American And Balance Of Payments Program DEC 2012

252.225-7002 Qualifying Country Sources As Subcontractors DEC 2012

252.232-7010 Levies on Contract Payments DEC 2006

252.233-7001 Choice of Law (Overseas) JUN 1997

252.242-7006 Accounting System Administration FEB 2012

252.243-7001 Pricing Of Contract Modifications DEC 1991

CLAUSES INCORPORATED BY FULL TEXT

52.204-9000 Points of Contact As prescribed in 4.103(S-90), insert the following clause:

POINTS OF CONTACT (AUG 2005)

Contracting Officer (KO)

Name: Terri L. Rollins

Organization/Office Symbol: PL8324

Phone No.: 618-229-9671

E-Mail Address: terri.l.rollins.civ@mail.mil

Contract Specialist

Name: Tim Still

Organization/Office Symbol: PL8324

Phone No.: 618-229-9462

E-Mail Address: timothy.s.still.civ@mail.mil

COR/Mission Partner Point of Contact (Note: To be filled in upon contract award)

Name:

Organization/Office Symbol:

Phone No.:

Contractor Point of Contact

Contractor Legal Business Name:

DUNS:

CAGE CODE:

Contractor POC:

E-Mail Address:

Phone Number:

(End of clause)

52.204-9001 Contract/Order Closeout—Fixed-Price, Time-and-Materials, or Labor-Hours

As prescribed in 4.804 (S-90), insert the following…